Page 1
______________________________________________________________________________________
TO:
Mayor and Members of the Town Council
FROM:
Melvin E. Gaines, Assistant Town Manager
DATE:
November 9, 2022
RE:
FY 2022-23 Town Council Priorities Quarter One Update
RECOMMENDATION
Staff recommends that the Town Council receive this update report, accept public comment,
and provide input to staff on the FY 2022-23 Town Council Priorities.
BACKGROUND
Since Fiscal Year 2015-16, the Town Council has undertaken a priority-setting process that
consists of the Council identifying high-level strategic priorities with specific efforts that
support those priorities over the fiscal year. On March 23, 2022, the Town Council adopted
the FY 2022-23 Council Priorities (Attachment 1).
The adopted priorities include five strategic priorities that each have corresponding actions
or projects. The Council Priorities, as adopted March 23, 2022, included 29 projects. During
the approval of the Council Priorities update process on June 13, 2022, the Town Council
added five projects. As amended, the five FY 2022-23 Council Priorities include 34 Council
Priority Efforts (Actions/Projects/Programs).
• Wildfire/Emergency Preparedness: 12 Actions/Projects/Programs
• Diversity, Equity, and Inclusion: 1 Action/Project/Program
• Land Use Projects and Programs: 5 Actions/Projects/Programs
• Sustainability: 5 Actions/Projects/Programs
• Operational and Service Delivery Enhancements: 11 Actions/Projects/Programs
TOWN OF PORTOLA VALLEY
STAFF REPORT
TOWN OF PORTOLA VALLEY
Page 19 of 45
Page 2
DISCUSSION
A quarter one (July 1, 2022 through September 30, 2022) update on the Council Priorities,
including the status of implementation, significant accomplishments, and upcoming
milestones is included in this report (Attachment 2.) As shown in Table 1 below, of the 34
Council Priority Projects, 1 projects has been completed, 29 are in progress, and 4 have not
begun. This is a very early point in the implementation of FY 2022-23 Council Priorities, so
this level of progress is expected. Staff does not propose any changes to the Council Priority
Projects.
Table 1: Summary of
Project Status
Count
Projects Completed
1
Projects in Progress
29
Projects Not Started
4
Total Projects
34
Significant Accomplishments & Upcoming Milestones
Council Priority: Wildfire/Emergency Preparedness
Significant Accomplishments
Upcoming Milestones
•
Complete and implement the State mandated Safety
Element: Public draft safety element released
October 10, 2022.
•
Home Hardening/Defensible Space Code Updates:
First reading of code updates was October 12, 2022
•
Evacuation study implementation: Council accepted
the Evacuation Study July 13, 2022.
•
Launch Veoci virtual EOC tool and support WPV-
Ready: tool has been launched and training is
ongoing.
•
Complete and implement the State mandated Safety
Element: Joint Committee (10/26) & Planning
Commission (1/2023) review of draft.
•
Evacuation study implementation: EPC to make
recommendations to the Town Council on October 26,
2022.
•
Adopt the updated Fire Codes: Fire code updates
expected in December 2022.
Council Priority: Land Use Projects and Programs
Significant Accomplishments
Upcoming Milestones
•
Update the Town’s Housing Element: Draft Housing
Element submitted to HCD
•
Support Town Council public engagement
enhancement efforts: new newsletter format
•
Update the Town’s Housing Element: Review of HCD
comments
Page 20 of 45
Page 3
Council Priority: Operational and Service Delivery Enhancements
Significant Accomplishments
Upcoming Milestones
•
Recruit, hire and onboard staff: Development Review
Technician
hired.
Active
recruitments
for
Maintenance Worker and Finance Technician.
•
Implement technology and software improvements:
Piloting use of project management software. Veoci
virtual EOC software is in use.
•
Determine the appropriate service model and
transition IT services: Led competitive bid process
and selected STEPFORD, Inc. as IT managed
services provider.
•
Recruit, hire and onboard staff: Hiring a Maintenance
Worker and Finance technician.
•
Better serve and utilize Town Committees: Council to
work with staff to scope this project.
•
Implement technology and software improvements:
Completion of EnerGov transition
•
Complete the Annual Financial Audit for FY 2021-22
and any outstanding years: FY 2019-20 audit to be
reviewed by Council in November 2022. FY 2020-21
audit to be reviewed by Council in February 2023.
Council Priority: Sustainability
Significant Accomplishments
Upcoming Milestones
•
Adopt the Green Building Ordinance: First reading of
ordinance was October 12, 2022.
•
Adoption of Sustainability Committee
Recommendations: Monthly Sustainability Public
Service Announcements, building electrification
ordinance recommendations, drought preparation
activities.
Next Steps
As approved by the Council on June 12, 2022, staff will provide the following future updates
on the FY 2022-23 Council Priorities:
• January 2023: Quarter Two/Mid-Year Report (July 2022-December 2022) via report
and presentation at a Council meeting
• April 2023: Quarter Three Report (July 2022-March 2023) via report and presentation
at a Council meeting to discuss FY 2023-2024 Council Priorities.
• July 2023: Quarter Four/FY 2022-23 Council Priorities Close Out Report via Council
FISCAL IMPACT
There is no fiscal impact associated with this item.
ATTACHMENTS
1. Town of Portola Valley Council Priorities for FY 2022-23
2. FY 2022-23 Town of Portola Valley Council Priorities – Q1 Update
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Wildfire/Emergency
Preparedness
Operational
and Service
Delivery
Enhancements
Sustainability
Land Use Projects
and Programs
Diversity, Equity,
and Inclusion
Town of Portola Valley
Council Priorities
FY 2022-2023
The Town of Portola Valley’s Council Priorities were created through careful
deliberation of the Town Council with input from the Community, Town Committees,
and staff. The five strategic priorities help establish the top projects and guide the
Town based on a shared vision for the Fiscal Year 2022-23.
Page 22 of 45
Stanford Wedge and other major projects
Housing Element Update
Design Guideline changes to support home hardening ordinance
Provide support to Sustainability and Trails Committees to
develop ADU checklists
Preparation work to support zoning code modernization efforts
for FY 2023-24
Land Use Projects and Programs
A significant amount of the Town’s resources are utilized to support
day-to-day planning, building and engineering efforts. These
resources support all manner of development, from small changes
to a single-family property to larger multifamily proposals.
Recognition of these efforts, including large land-use proposals,
updates to the Town’s Housing Element, and other important work,
though this priority demonstrates an important focus to quality and
timely service delivery.
Implementation of new/expanded Wildfire Preparedness
Committee recommendations, including exploration of a
permanent funding source for wildfire adaptation/mitigation
measures including public and private vegetation management
Completion and implementation of the State mandated Safety
Element
Implementation of expanded home hardening and defensible
space code updates, in conjunction with Woodside Fire
Protection District efforts
Review Woodside Fire Protection District’s updated fire maps.
Support of the resource grant from Community Partners
Assistance for Wildfire (CPAW), including the potential for a
Woodside Fire Protection District-wide Community Wildfire
Protection Plan
Additional planning efforts, including detailed wildfire behavior
modeling (either at the Town or Fire District level)
Implementation of and potential follow up work for the
evacuation study
Launching the Veoci virtual emergency operations center tool,
and providing infrastructure support for WPV-Ready, as guided
by the Emergency Preparedness Committee
Expanded vegetation management for wildfire mitigation,
including targeted trees and the Town’s open space properties
Adoption of Fire Code Updates
Further exploration of undergrounding Town utilities
Develop a draft wildfire mitigation matching program in
response to the November 10, 2021 Colleagues Memo
Wildfire/Emergency Preparedness
The Town’s location in a wildfire-prone region, and the broadening
impacts of climate change result in the potential of a devastating
wildfire in Portola Valley. The Town’s continued prioritization of
wildfire adaptation and mitigation efforts will continue into FY 2022-
23 and beyond.
Recruiting, hiring, and onboarding staff in Planning and Building
and Public Works departments
Supporting Town Council public engagement enhancement
efforts
Refine operational processes between Town committees, staff,
and the Council. Review, update and revise the Commission and
Committee Policy and Procedures Handbook as needed.
Adjusting service delivery and implementing COVID responsive
operations as necessary
Contracting with and managing necessary consultants to assist
with major projects and reduce staff administrative
responsibilities in order to focus on core service deliveries
Use of virtual assistant tools (in beta test at the time of this staff
report’s publication) to focus limited staff resources on core
responsibilities
Examine Town project management approaches, identify and
implement actions to better communicate project updates to
Town council and the public
Develop an in-lieu fund policy
Explore and implement strategies to increase revenue to support
increased resource needs
Annual Financial Audit
Implementing technological and software improvements to
increase staff productivity and provide enhanced
communications and greater transparency. This includes:
Operational and Service Delivery
Enhancements
The Town Council has committed significant resources over the last
few years to expand on the high-quality public service expected by
applicants. This priority focuses on a variety of improvements
across the organization to build on successful communications
efforts, increased project management, and focus on appropriate
staffing to support these services.
Climate action plan
Microgrid for Town Center Campus
Solar Panel upgrade for Town Center
Adoption of Green Building Ordinance
Adoption of Sustainability Committee recommendations
including preparing for drought
Sustainability
The Town is a leader in sustainability efforts. Additional efforts
are under consideration to continue the Town’s leadership role
to ensure that sustainability is always central to the Town’s
ethos and high-level project efforts.
Following the creation of a new committee to address race and
equity issues, the Town Council continues its commitment to
consider diversity, equity, and inclusion (DEI) when developing
ordinances, policies, programs and projects
Implement PV Cares
Diversity, Equity, and Inclusion
Implementation of the new cloud-based Energov permit
tracking software.
Adoption of project management tools
Launching Veoci virtual emergency operations center tool
Website review and reorganization
Determining the appropriate service model and transitioning
IT services from City of Redwood City.
Facility Maintenance – Develop a comprehensive multi-year
facility maintenance program.
Page 23 of 45
FY 2022-23 Town of Portola Valley Council Priorities - Q1 Update
Council Priority: Wildfire/Emergency Preparedness
Priority Effort 1a:
Lead Staff -
Department
Anticipated
Timeline
Status
Update
Next Steps
J. Dennis - Admin
7/1/2022 to
6/30/2022
In Progress
The Wildfire Preparedness Committee is
exploring a 10-year program to expand the
FireSafe community designation to all Portola
Valley neighborhoods. Any new
recommendations from the WPC will be reviewed
by the Town Council.
Potential funding sources for wildfire mitigation
measures include the Fire Districts engagement
of the Trust for Public Land to explore a ballot
measure for a wildfire mitigation/resiliency parcel
tax in 2023; and a pending Town/Fire District
Community Wildfire Defense Grant to support a
three-year defensible space match to residents.
To be determined.
Implement the new/expanded Wildfire Preparedness Committee recommendations, including exploration of permanent funding
source for wildfire adaptation/mitigation measures including public and private vegetation management.
Page 1 of 19
Page 24 of 45
FY 2022-23 Town of Portola Valley Council Priorities - Q1 Update
Council Priority: Wildfire/Emergency Preparedness
Priority Effort: 1b
Lead Staff -
Department
Anticipated
Timeline
Status
Update
Next Steps
L. Russell -
Plan/Build
9/1/2021 -
4/26/2023
In Progress
Public Review Draft Safety Element was released
on October 10th.
A joint Committee meeting is scheduled
for October 26th. Committees will have
the option of reviewing and commenting
on the draft through mid-January. Then
Planning Commission will receive all
Committee recommendations and
conduct their review. The Town Council
has final approval.
Council Priority: Wildfire/Emergency Preparedness
Priority Effort 1c:
Lead Staff -
Department
Anticipated
Timeline
Status
Update
Next Steps
L. Russell -
Plan/Build; J.
Dennis
8/1/2022 -
10/26/2022
In Progress
Staff has coordinated with Woodside Fire
Protection District and drafted Building Code
amendments that address the the regular
building code update cycle, wildfire resilience,
and green building. The proposed amendments
were presented to Council on October 12.
If approved, the amendments would go
into effect January 1, 2023. Staff will
prepare bullet points for staff to
distribute to applicants to notify them of
the changes and update handouts as
needed.
Complete and implement the State mandated Safety Element
Implement the expanded home hardening and defensible space code updates in conjunction with Woodside Fire Protection District
efforts (including the review and adoption of Fire Code updates at the end of the calendar year)
Page 2 of 19
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FY 2022-23 Town of Portola Valley Council Priorities - Q1 Update
Council Priority: Wildfire/Emergency Preparedness
Priority Effort: 1d
Lead Staff -
Department
Anticipated
Timeline
Status
Update
Next Steps
J. Dennis - Admin
7/1/2022 -
6/30/2022
In Progress
Current Fire District efforts, including a hazard
and fuels assessment study, supports the
development of a CWPP.
The WPC will engage with WFPD to assist
with CWPP ideas.
Council Priority: Wildfire/Emergency Preparedness
Priority Effort 1e:
Lead Staff -
Department
Anticipated
Timeline
Status
Update
Next Steps
J. Dennis - Admin
7/1/2022 -
1/2/2023
In Progress
The Woodside Fire Protection District has sole
sourced a contract with Flame Mapper
https://flamemapper.com/ to conduct a
fuels/hazards study for the entire district, with an
emphasis on mitigation. They are expected to
release their findings no later than the end of the
calendar year.
The final study will be incorporated into
the Town's ongoing Safety Element and
be part of the data used to update land
use codes as needed to mitigate wildfire
risk.
Support implementation of the Community Partners Assistance for Wildfire (CPAW) resource grant, including the potential for a
Woodside Fire Protection District-wide Community Wildfire Protection Plan
Support additional planning efforts, including detailed wildfire behavior modeling (either at the Town or Fire District level)
Page 3 of 19
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FY 2022-23 Town of Portola Valley Council Priorities - Q1 Update
Council Priority: Wildfire/Emergency Preparedness
Priority Effort: 1f
Lead Staff -
Department
Anticipated
Timeline
Status
Update
Next Steps
J. Dennis - Admin
7/13/2022 -
6/30/2022
In Progress
The Evacuation Study was accepted by the Town
Council on July 13. The Emergency Preparedness
Committee prioritized the study's mitigation
recommendations at its October 6 meeting, and
the Committee will make its recommendations to
the Town Council on October 26.
Once the Council reviews and adopts the
recommendations, staff will begin
implementation.
Council Priority: Wildfire/Emergency Preparedness
Priority Effort 1g:
Lead Staff -
Department
Anticipated
Timeline
Status
Update
Next Steps
M. Gaines - Admin
7/1/2022 -
6/30/2023
In Progress
The VEOCI virtual emergency operations center
tool has been launched and staff has had initial
trainings on its use.
WPV-Ready:
Staff organized a demo for WPV-Ready staff with
VEOCI to view their "CERT Solution" and met with
other jurisdiction who use this solution to better
understand how it can provide infrastructure
support (as well as integration with the Town's
Virtual EOC). In addition, Staff used WPV-Ready's
Windshield Survey to build out an online form
that can be used by CERT volunteers during an
emergency to report back.
Staff is developing a comprehensive
VEOCI training plan over the next year,
beginning with a mini-exercise as part of
the Great Shakeout earthquake
preparedness exercise. Staff is also
exploring using VEOCI for non-EOC uses
to build dexterity with the tool, including
employee onboarding/offboarding.
Implement the evacuation study and any follow up actions.
Launch the Veoci virtual emergency operations center tool, and provide infrastructure support for WPV-Ready, as guided by the
Emergency Preparedness Committee
Page 4 of 19
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FY 2022-23 Town of Portola Valley Council Priorities - Q1 Update
Council Priority: Wildfire/Emergency Preparedness
Priority Effort 1h:
Lead Staff -
Department
Anticipated
Timeline
Status
Update
Next Steps
H. Young - Public
Works
In Progress
The Town and Fire District are currently implementing a pilot
vegetation management plan while developing a long-term
vegetation management program. This includes site visits,
conducting analyses, establishing priorities, developing
scopes of work, and identifying funding and other resources.
Mitigation work that has been completed includes Phase 1 of
major evacuation routes, which consists of 23 curb miles. A
progress map of this work is posted on the Town website.
Limited mitigation work has begun at 6 out of 34 Town
owned properties and open space sites. The Town is still
assessing the tree removal portion of the mitigation program,
however, has removed three trees.
Challenges:
1. Instable employment on work crews. Need crews of 4 to 7
employees year-round. At times, crews have too few
employees to carry out scheduled work, which affects
progress. Completion of basic work first involving evacuation
routes before moving to remainder of streets, Town owned
land, and targeted trees.
2. Long term permanent staffing including management,
resources, time, and funding of this pilot program. Making
this a permanent program by resolving these issues and
formalizing program.
3. Material and equipment storage.
Ongoing development of program,
including site visits, verification of
ownership, scopes of work, analysis,
priorities, resources, and funding in
cooperation with Fire Prevention
Department. Finding time from basic
program to do items on preliminary
expanded scope list.
Mitigation work remains for 43 curb
miles (the remainder of the public road
network). Depending on funding
availability, this could take another 6
years.
Mitigation of the remaining 28 of 34
Town owned properties and open space
sites This work is estimated to take
another 5 years to complete.
Implement expanded vegetation management for wildfire mitigation, including targeted trees and the Town’s open space
Page 5 of 19
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FY 2022-23 Town of Portola Valley Council Priorities - Q1 Update
Council Priority: Wildfire/Emergency Preparedness
Priority Effort 1i:
Lead Staff -
Department
Anticipated
Timeline
Status
Update
Next Steps
J. Dennis - Admin
7/1/2022 -
12/30/2022
In Progress
The Woodside Fire Protection District develops
and adopts Fire Codes on a three year cycle. The
latest code update is anticipated in December.
Once adopted, the District will request
that the Town ratify the codes. The
District plans to present to the Town
Council in December.
Council Priority: Wildfire/Emergency Preparedness
Priority Effort 1j:
Lead Staff -
Department
Anticipated
Timeline
Status
Update
Next Steps
J. Dennis - Admin
4/1/2023 -
6/30/2024
Not Started
Staff discussions have not begun. Focus has been
on on Priority Project 4B (Town Center
Microgrid).
Staff anticipates beginning underground
study meetings in April 2023.
Council Priority: Wildfire/Emergency Preparedness
Priority Effort 1k:
Lead Staff -
Department
Anticipated
Timeline
Status
Update
Next Steps
J. Dennis - Admin
In Progress
The Town, through the Woodside Fire Protection
District, recently applied for a Community
Wildfire Defense Grant to support a 3 year
defensible space matching program for up to
$3,000 to support private property wildfire
mitigation work.
Develop a draft wildfire mitigation matching program in response to the November 10, 2021 Colleagues Memo
Adopt the updated Fire Codes
Further explore undergrounding of Town utilities
Page 6 of 19
Page 29 of 45
FY 2022-23 Town of Portola Valley Council Priorities - Q1 Update
Council Priority: Wildfire/Emergency Preparedness
Priority Effort 1l:
Lead Staff -
Department
Anticipated
Timeline
Status
Update
Next Steps
J. Dennis - Admin
12/1/2022 -
12/30/2022
Not Started
The Woodside Fire Protection District has sole
sourced a contract with Flame Mapper
https://flamemapper.com/ to conduct a
fuels/hazards study for the entire district, with an
emphasis on mitigation. They are expected to
release their findings no later than the end of the
calendar year.
Once produced, the Town will review the
maps.
Council Priority: Land Use Projects and Programs
Priority Effort 2a:
Lead Staff -
Department
Anticipated
Timeline
Status
Update
Next Steps
L. Russell -
Plan/Build
9/13/2019 - TBD In Progress
Staff and consultant team are preparing the
Response to Draft EIR Comments.
Release of the Final EIR and review by the
Conservation, Trails, and BPTS
Committees.
Coordinate Town processes for Stanford Wedge Project
Review Woodside Fire Protection District Updated Fire Maps
Page 7 of 19
Page 30 of 45
FY 2022-23 Town of Portola Valley Council Priorities - Q1 Update
Council Priority: Land Use Projects and Programs
Priority Effort 2b:
Lead Staff -
Department
Anticipated
Timeline
Status
Update
Next Steps
L. Russell -
Plan/Build
5/1/2021 -
1/30/2023
In Progress
The Draft Housing Element is being review by
HCD with preliminary comments expected in
October and formal written comments expected
in November.
The Ad Hoc Housing Element Committee
will likely meet on November 1st to
discuss the preliminary comments and
may hold additional meetings as
necessary. Planning Commission began
their review of proposed zoning code
amendments to implement the Housing
Element on October 19th. The Planning
Commission will continue their review
through mid-December.
Council Priority: Land Use Projects and Programs
Priority Effort 2c:
Lead Staff -
Department
Anticipated
Timeline
Status
Update
Next Steps
L. Russell -
Plan/Build
4/1/2023 -
12/30/2023
In Progress/Delayed Staff had preliminary discussions with
representatives from the Sustainability
Committee, Conservation Committee, as well as
the ASCC, about conducting a larger update to
the Design Guidelines that would include fire
safety, water conservation, and associated topics
that multiple committees have an interest in.
Staff will discuss this topic with the Chair
of the Wildfire Preparedness Committee
with the intent of starting a Committee
led effort in 2023.
Update the Town's Housing Element
Modify Town Design Guidelines to support the updated Home Hardening Ordinance
Page 8 of 19
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FY 2022-23 Town of Portola Valley Council Priorities - Q1 Update
Council Priority: Land Use Projects and Programs
Priority Effort 2d:
Lead Staff -
Department
Anticipated
Timeline
Status
Update
Next Steps
L. Russell -
Plan/Build; H.
Young - Public
Works; B.
DeGarmeaux
9/26/2022 -
1/25/2023
In Progress
Staff met with representatives of the
Conservation Committee to discuss the details of
the proposed checklist. Trails Committee
previously submitted proposed language.
Staff will work with both Committees in
the next few months to align and finalize
the checklist.
Council Priority: Land Use Projects and Programs
Priority Effort 2e:
Lead Staff -
Department
Anticipated
Timeline
Status
Update
Next Steps
L. Russell - Plan
9/14/2022 -
6/30/2023
In Progress
Staff considered options for the zoning code
amendments that are being developed to
implement the Housing Element and are planning
for future options to modernize the zoning code.
More intensive work will begin in
approximately May 2023.
Council Priority: Operational and Service Delivery Enhancements
Priority Effort 3a:
Lead Staff -
Department
Anticipated
Timeline
Status
Update
Next Steps
L. Russell -
Plan/Build; H.
Young - Public
Works; M. Gaines
8/1/2022 -
2/28/2023
In Progress
The Planning and Building Department recruited
and hired a Development Review Technician who
began employment on October 10, 2022. The
Public Works Department and Finance
Department each have ongoing recruitments.
Complete recruitment for Public Works
position. Complete recruitment for
Finance position.
Support the Sustainability Committee and Trails Committee to develop ADU checklists
Conduct preliminary steps to support zoning code modernization efforts for FY 2023-24
Recruit, hire and onboard staff in Planning/Building and Public Works Departments
Page 9 of 19
Page 32 of 45
FY 2022-23 Town of Portola Valley Council Priorities - Q1 Update
Council Priority: Operational and Service Delivery Enhancements
Priority Effort 3b:
Lead Staff -
Department
Anticipated
Timeline
Status
Update
Next Steps
J. Dennis - Admin;
M. Thurman -
Admin
7/1/2022 -
6/30/2023
In Progress
This is an ongoing effort across multiple departments.
Public engagement is a multi-faceted discipline that
includes one way communications, surveys, meeting
on particular topics, and updating existing systems that
have public facing interfaces.
Staff recently upgraded the Weekly Newsletter to
include photos and an easier navigation. The
newsletter is the Town's principle general news
engagement tool.
Staff regularly informs the public of e-notifications
through subscriptions.
The Town anticipates an increase in the use of surveys
on a variety of topics over the next year for
appropriate topics. Surveys are not typically as useful
for more controversial topics, but are very useful to
such topics as ADUs, Town Center uses, public gifts and
similar.
Through the Housing Element, the Town held three
community wide meetings (in addition to the nearly 20
ad hoc committee meetings). Such meetings are
particularly useful in bringing residents together in
small groups to engage on important topics.
Support Town Council public engagement enhancement efforts
Page 10 of 19
Page 33 of 45
FY 2022-23 Town of Portola Valley Council Priorities - Q1 Update
Council Priority: Operational and Service Delivery Enhancements
Priority Effort 3c:
Lead Staff -
Department
Anticipated
Timeline
Status
Update
Next Steps
M. Gaines - Admin
3/17/2020 -
6/30/2023
In Progress
The Town continues to evaluate service delivery
options and make adjustments as more
information about COVID-19 becomes available.
Using the San Mateo County Health guidance, the
Town modifies Town operations as appropriate.
Currently, the Town is focused on hybrid work
and meeting options enabling staff, committees,
and the Town Council to perform their functions
and meet remotely, in-person, or a combination
of both.
Assess service delivery options and make
appropriate adjustments following winter
holiday season.
Adjust service delivery and implementation of COVID-19 responsive operations as necessary
Page 11 of 19
Page 34 of 45
FY 2022-23 Town of Portola Valley Council Priorities - Q1 Update
Council Priority: Operational and Service Delivery Enhancements
Priority Effort 3d:
Lead Staff -
Department
Anticipated
Timeline
Status
Update
Next Steps
J. Dennis - Admin
7/1/2022 -
5/1/2023
In Progress
Staff is constantly seeking ways to reduce
adminstrative impacts on the Town's small staff. Some
tasks are well suited for committees, such as the
current practice of various trail and road oversight
tasks, or the Conservation Committee's review of
landscaping plans. Other tasks require either
specialized consulting services that support state laws
or mandates (Housing and Safety Element updates are
a good example), or are administrative in nature.
The Planning and Building Department and Public
Works Department have transferred some
administrative functions (such as basic engineering
support for land use projects) to our existing
consultants. Both departments have also engaged
services such as Zirtual to offload administrative
functions, with limited success.
Staff also utilizes software to assist in administrative-
heavy functions. For instance, the Town will utilize a
new software to track SB 1383 (organic recycling)
needs, and the upcoming Energov update will provide
new opportunities for residents to track land use
projects, which will reduce email and phone inquiries.
Continue to augment staffing as
necessary/appropriate.
Contract with and manage necessary consultants to assist with major projects and reduce staff administrative responsibilities in
order to focus on core service delivery options
Page 12 of 19
Page 35 of 45
FY 2022-23 Town of Portola Valley Council Priorities - Q1 Update
Council Priority: Operational and Service Delivery Enhancements
Priority Effort 3e:
Lead Staff -
Department
Anticipated
Timeline
Status
Update
Next Steps
M. Gaines - Admin
1/1/2023 -
6/30/2023
Not Started
Staff will work with Town Council to
scope this project in January 2023
Council Priority: Operational and Service Delivery Enhancements
Priority Effort 3f:
Lead Staff -
Department
Anticipated
Timeline
Status
Update
Next Steps
M. Gaines - Admin,
B. De Garmeaux -
Admin, M.
Thurman - Admin,
K. Chinn - Admin
7/1/2022 -
6/30/2023
In Progress
Staff is piloting the use of a project management
software that enables teams to plan,
communicate, and track progress in a shared
electronic environment. Additionally, the Town
continues to transition to the cloud based
EnerGov permitting software that has additional
public facing abilities which should improve the
Town's ability to communicate permit progress to
applicants. The Veoci emergency management
software is operational.
Complete EnerGov transition. If
effective, continue to use electronic
project management tool. Identify
additional programs that could improve
Town processes and service provision.
Explore options to better serve and utilize Town committees and their operations
Implement technology and software improvements to increase staff productivity and provide enhanced communications and
greater transparency.
Page 13 of 19
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FY 2022-23 Town of Portola Valley Council Priorities - Q1 Update
Council Priority: Operational and Service Delivery Enhancements
Priority Effort 3g:
Lead Staff -
Department
Anticipated
Timeline
Status
Update
Next Steps
M. Gaines - Admin
Complete
Complete
The Town released a request for proposals and
received bids from 4 vendors. STEPFORD, Inc.
was selected as the most qualified vendor.
STEPFORD began providing managed IT services
to the Town on July 1, 2022
Stepford has been onboarded. This
project is completed.
Council Priority: Operational and Service Delivery Enhancements
Priority Effort 3h:
Lead Staff -
Department
Anticipated
Timeline
Status
Update
Next Steps
H. Young - Public
Works
7/1/2022 -
2/28/2024
In Progress
The Town hired a consultant to develop a facility
condition assessment and maintenance plan for
buildings and limited site items. This assessment
is currently being used as a guideline for
maintenance.
Continue to assess other facilities (not
buildings) at Town Center and off site at
Ford Field, Rossotti Field, Triangle Park
for irrigation, dugouts, backstops,
benches, and all other associated items.
Budget items as needed in the Towns
Capital Improvement Budget and Plan.
Council Priority: Operational and Service Delivery Enhancements
Priority Effort 3i:
Lead Staff -
Department
Anticipated
Timeline
Status
Update
Next Steps
J. Dennis - Admin;
C. Rodas - Finance;
L. Russell -
Plan/Build
3/1/2023 -
5/31/2023
Not started.
Work on this item is not expected to begin until
March 2023 due to prioritization of other
Planning and Building work, such as the housing
element, safety element, major land use projects
and zoning code updates.
Determine the appropriate service model and transition IT services from City of Redwood City
Develop a comprehensive multi-year facility maintenance program
Develop an in-lieu fund policy
Page 14 of 19
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FY 2022-23 Town of Portola Valley Council Priorities - Q1 Update
Council Priority: Operational and Service Delivery Enhancements
Priority Effort 3j:
Lead Staff -
Department
Anticipated
Timeline
Status
Update
Next Steps
J. Dennis - Admin;
C. Rodas - Finance;
M. Gaines - Admin
7/1/2022 -
5/1/2023
In Progress
Town staff is exploring a variety of potential
revenue sources for inclusion in the FY 2023-24
budget.
1, Technology Fee - this fee would support the
Town's suite of software and hardware. Such fees
are typically included in municipal building
permits as a flat percentage. The Town is working
with a consultant to develop this fee.
2. General Plan Maintenance Fee - this fee would
support updates to the General Plan and its
various elements. Such fees are included in
building fee inspections. The Town is working
with a consultant to develop this fee.
3. Construction Mitigation Fee - this fee would be
used to reduce the impacts of construction
projects, including supporting increased code
enforcement and localized road impacts. Work on
this fee is not expected to begin until Q3.
Other revenue sources may be recommended to
the Council as they are explored, including at the
mid-year budget update in January 2023.
Explore and implement strategies to increase revenue to support increased resource needs
Page 15 of 19
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FY 2022-23 Town of Portola Valley Council Priorities - Q1 Update
Council Priority: Operational and Service Delivery Enhancements
Priority Effort 3k
Lead Staff -
Department
Anticipated
Timeline
Status
Update
Next Steps
J. Dennis - Admin;
C. Rodas - Finance
9/26/2022 -
2/1/2023
In Progress
The FY 19-20 Audit will be reviewed by the
Finance Committee and subsequently reviewed
by the Town Council in November 2022.
The Finance Department has begun its
work for the FY 20-21 audit. The Town's
auditors, Maze and Associates, are not
expected to be able to review fiscal
information provided by the Town until
the end of this calendar year.
Staff anticipates completing the audit for
review by the Finance Committee and
Town Council by February 1, 2023.
Council Priority: Sustainability
Priority Effort 4a
Lead Staff -
Department
Anticipated
Timeline
Status
Update
Next Steps
B. De Garmeaux -
Admin
07/1/2022 -
6/30/2023
In Progress
Staff worked San Mateo County consultants to
gather needed data to develop a 2030 Climate
Action Plan. This data included the community-
wide emissions inventory and inputting it into a
forecasting tool to understand emissions
scenarios.
Next steps include reviewing potential
measures to reduce emissions and
finalizing an Outreach plan, which will
include engaging a sub-committee of the
Sustainability Committee in the
development of the measures and then
broader outreach to the Council and
Community.
Complete the Annual Financial Audit for FY 2021-22 and any outstanding years
Update the Climate Action Plan
Page 16 of 19
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FY 2022-23 Town of Portola Valley Council Priorities - Q1 Update
Council Priority: Sustainability
Priority Effort 4b1
Lead Staff -
Department
Anticipated
Timeline
Status
Update
Next Steps
J. Dennis - Admin;
Howard - Public
Works
9/12/2022 -
5/1/2023
In Progress
Staff is working with a consultant team to analyze
the current conditions of Town Center in
anticipation of potential upgrades to the solar
system and the installation of a microgrid. This
work is expected to be completed by the end of
Q2, which would allow staff, working in
conjunction with Council members and the
Sustainability Committee, to develop a plan for
such system upgrades. This plan is expected to be
included in the FY 2023-24 budget for
implementation that fiscal year.
Engagement with a consultant after
project defined.
Council Priority: Sustainability
Priority Effort 4b2
Lead Staff -
Department
Anticipated
Timeline
Status
Update
Next Steps
J. Dennis - Admin;
Howard - Public
Works
9/12/2022 -
5/1/2023
In Progress
See update 4b1.
Explore Town Center Microgrid
Explore Town Center Solar & Solar Panel Upgrade
Page 17 of 19
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FY 2022-23 Town of Portola Valley Council Priorities - Q1 Update
Council Priority: Sustainability
Priority Effort 4c
Lead Staff -
Department
Anticipated
Timeline
Status
Update
Next Steps
B. De Garmeaux -
Admin
9/1/2022 -
10/26/2022
In Progress
Staff held a Study Session with the Council on
August 10th to discuss updates to the Green
Building Ordinance based on Council’s guidance
at their May 22nd meeting. Based on the Council
guidance, staff met with reach code experts to
understand the current CEC process and then
worked with the Town Attorney to incorporate
the updates as Building Code amendments. The
amendments were reviewed for adoption by the
Council at a Public Hearing on October 12th.
Next steps are a second reading at the
October 26th Council meeting.
Council Priority: Diversity, Equity, and Inclusion
Priority Effort 5a
Lead Staff -
Department
Anticipated
Timeline
Status
Update
Next Steps
M. Gaines - Admin;
C. Rodas - Finance;
7/1/2022 -
6/30/2023
In Progress
During the FY 2022-23 Budget process, staff
requested that Committees determine projects
to be funded by PV Donates. No committees
identified any projects, so no there are no PV
Donates projects to implement.
Staff will develop formal processes for
committees to propose PV Donates
projects and for the public to view
potential projects and make donations.
Adopt the Green Building Ordinance
Implement PV Donates
Page 18 of 19
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FY 2022-23 Town of Portola Valley Council Priorities - Q1 Update
Council Priority: Sustainability
Priority Effort 4d
Lead Staff -
Department
Anticipated
Timeline
Status
Update
Update Continued
B. De Garmeaux -
Admin
7/1/2022 -
6/30/2023
In Progress
Staff is working with Sustainability Committee to support the
committees 2022-23 Fiscal Year priorities as outlined below.
--Community education: PSAs to encourage GHG and water
reduction; Ongoing - Committee has assigned each member a
specific month to put out a PSA and has been doing so for
two months. As a next step, the Committee will work with
the Communications & Community Engagement Analyst to
develop a template for submitting the PSA to the Town's
weekly newsletter (on a monthly basis).
--Smart water meter usage with Cal Water education and
outreach; Ongoing - CalWater gave a presentation to the
Committee to understand the status of the project; staff and
the committee are working with CalWater to address
concerns and gather information to educate the community
on the program and how to make best use of the smart
water meters as they are installed.
--Climate Action Plan (an independent Council Priority
project); Ongoing - Committee developed a subcommitee to
work with staff on developing the 2030 Climate Action Plan.
Staff will be working with the sub-committee in
October/November on measure development.
--Existing Building stock electrification ordinances; Ongoing -
the Committee is gathering info from other jurisdictions
efforts on electrification and will report back to Council on
recommendations; in addition, the Committee weighed in on
the update to the Green Building Ordinance that went to the
Council on October 12th.
Demonstrations – Induction stove top, backup
power, smart meter gadgets; Ongoing - the
Commitee worked with staff and the Library to
develop a backup power kit (solar panel and
battery) that is now available for checkout out
from the PV Library; the Commitee has purchased
an induction stove top and complimentary
cookware that will be available for checkout from
the Library as soon as the equipment can be
entered into the Library's catalog.
--Preparing for Drought; in addition to the PSAs
and work on Smart Water Meters, the Committee
has also engaged Planning staff to explore a
potential update to the Town's Outdoor Water
Conservation in Landscaping Ordinance (aka
MWELO); the Committee will be working
independently until mid-2023 to gather
information and best practices, with a few check-
ins with the Planning Department, and then
together they will develop a plan for an update.
Staff is also planning to enlist the Committee's help
in updating the Water Conservation section of the
Town's website.
Adopt Sustainability Committee Recommendations
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